KB User's Guide - Documents Tab - Campus Access Options

The CampusAccess field allows individual documents to be put behind a general campus login (e.g. user is required to have valid campus login credentials) and therefore not accessible to the general public.

Review of the Internal and External Site KB Model

Each KB space can have an Internal site and/or an External site. Typically,

content published to the External site is publicly accessible by anyone with internet access.

content published to the Internal site is restricted to your internal staff users (e.g. those entered into the KB system via the KB Admin Tools).

There was no easy way to restrict desired content to all your campus users (e.g. those with valid campus login credentials) without making it publicly accessible, short of entering all campus users into your KB. The KB Group Authorization feature helped in some cases, but often fell short.

Broadening the Access of the Internal Site

Now, you may make documents available to all users with valid campus login credentials (e.g. users with authentication to your specific campus). In the KB Admin Tools, are three "CampusAccess" options found on the document edit screen (right below the "SiteAccess" field). The three radio button options are:

Defer to SiteAccess (External site = Public access with no login; Internal site = Authorized staff user access).

All documents are set to this option by default. If you leave this option selected, document access control works exactly as before: only users who you entered via the KB Admin Tools will have access to your Internal site documents and a general user on the internet will have access to your External site documents.

Ext/Internal with campus login (Document title is exposed to External site but content view will prompt users to log in with their campus credentials)

Selecting this option allows campus users to discover the document via your External site, yet ensures that the content is restricted to valid campus users only. "[Campus login required]" is appended to the title when it appears on external site.

Note: For the Ext/Internal with campus login campus access option to work as intended, it requires the group space's "Internal" SiteAccess to be also selected if its "External" SiteAccess is selected.

The logic is enforced in the input validation at form submission.

Internal for all campus users (Document is available to all of your internal staff and ANY campus authenticated user).

This option makes the document available to any user with valid campus login credentials without having to expose your document to the public.

Selecting the Internal for all campus users option requires that ONLY "Internal" SiteAccess be selected.

Note: By Selecting Internal for all campus users, those with a valid campus login credential can sign into your Internal KB site. However, campus users who sign into your Internal site will not see anything you don't mean for them to see. In fact, they are presented with the External site user interface, even though the URL indicates they are in your internal site.

The logic is enforced in the input validation at form submission.

How to Restrict Content in a Document that has applied the Ext/Internal with campus loginor the Internal for all campus users Option

It is recommend that restricted content reside in a completely different document. That separate document can then be incorporated into the document employing either the Ext/Internal with campus login or the Internal for all campus users option by applying the IncludeDoc custom tag.

Create a whole other document with the restricted information.

Search Priority should be set to Exclude from Search.

Site Access should be set to YourGroupSpace - internal.

CampusAccess should be set to Defer to Site Access.

Status should be set to Active.

Finally, type the document ID number (of the newly created doc housing the restricted content) into the doc that has applied Ext/Internal with campus login or the Internal for all campus users and apply the Include Doc.

To *further* limit who can view this restricted information: ReadAccess should be set to a specific User Access Group.

Summary of KB Users and What Each User Can See in an Internal Site

To help understand who gets what kind(s) of access, all possible KB users fit into six categories: public users, campus users, staff users, group users, limited users, and one-off users.

Public user

Campus users

Staff users

Group users

Limited users

One-off users

Internet Access

Not entered into the KB but having valid campus login credentials

Entered into the KB

Identified through Shibboleth attributes

Defined via Limited Access Group

Via private share

External site url (with External header, layout, CSS, JS)

✔

NO

NO

NO

NO

NO

External documents

✔

NO

NO

NO

NO

NO

External documents + documents marked with "Ext/Internal with campus login" or "Internal for all campus users"

NO

✔

✔

NO

NO

NO

External news items

✔

✔

NO

NO

NO

NO

External topics

✔

✔

NO

NO

NO

NO

External content modules

✔

✔

NO

NO

NO

NO

External side modules

✔

✔

NO

NO

NO

NO

External rss feeds

✔

✔

NO

NO

NO

NO

External feedback options

✔

✔

NO

NO

NO

NO

External footer

✔

✔

NO

NO

NO

NO

Internal site url (with External header, layout, CSS, JS)

NO

✔

✔

NO

NO

NO

Internal site url (with Internal header, layout, CSS, JS)

NO

NO

NO

✔

✔

NO

Internal documents (including most if not all External documents and documents marked with "Ext/Internal with campus login" or "Internal for all campus users") except ones restricted from the user via user access groups

NO

NO

✔

✔

✔

NO

Internal news items

NO

NO

✔

✔

✔

NO

Internal topics

NO

NO

✔

✔

NO

NO

Specified Internal topics

Not Applicable

Not Applicable

Not Applicable

Not Applicable

✔

NO

Internal content modules

NO

NO

✔

✔

✔

NO

Internal side modules

NO

NO

✔

✔

✔

NO

Internal rss feeds

NO

NO

✔

✔

✔

NO

Internal feedback options

NO

NO

✔

✔

✔

NO

Blog options if applicable

NO

NO

✔

✔

✔

NO

Internal footer

NO

NO

✔

✔

✔

NO

Specific documents (with tokens that expire after a specified amount of time)

Not Applicable

Not Applicable

Not Applicable

Not Applicable

Not Applicable

✔

If you need clarification of what the best setting is for you and your specific present and future needs, please contact the KB Team for a consultation.